Secretary (Oa)

Summary

The Truman VA Medical Center is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans.

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Overview

• Accepting applications

• Open & closing dates

06/27/2024 to 07/09/2024

• Salary

$44,117 - $57,354 per year

• Pay scale & grade

GS 6

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Location

1 vacancy in the following location:

• Columbia, MO 1 vacancy

• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent

• Work schedule

Full-time

• Service

Competitive

• Promotion potential

6

• Job family (Series)

0318 Secretary

• Supervisory status

No

• Security clearance

Not Required

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Credentialing

Suitability/Fitness

• Announcement number

CBSS-12460743-24-KC

• Control number

797484700

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

This announcement is open to current employees of the Harry S. Truman Memorial Veterans Hospital (includes CBOCS) only.

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Duties

This position is located in the Surgery Service. The incumbent provides administrative and clerical support in the administration of the service. The Secretary for Surgery Service reports directly to the Service Chief with additional oversight provided by the Operations Manager. The secretary is responsible for and works in a broad capacity for the Service at large, consisting of the Surgical Subspecialties, Anesthesiology, Optometry, and the Administrative Office. Duties include, but are not limited to:

• Makes travel arrangements for staff.

• Prepares personnel actions and maintains employee personnel folders.

• Processes Performance Improvement reports, i.e., peer reviews, tort claims, incident reports, Reports of contact, OPPEs and FPPEs.

• Completes electronic timecards for physicians and select staff.

• Prepares or assists in preparing proposals to Resource Management Council (RMC) involving professional or nonprofessional staff.

• Responsible for tracking Hospital Policy Memoranda (HPM) and Boards and Committees (B&C) for Surgery Service.

• Prepares, updates, and circulates for appropriate signatures and ensures completed HPMs and B&Cs updated to the appropriate web site for the assigned sections.

• Maintains suspense files for follow-up actions on items from facility leadership for Service Line.

• Provides information and data for Joint Commission, SOARS and other site visits.

• Assists with processing resident physicians and fellows.

• Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.

• Takes minutes at meetings, maintain committee binders, manage committee documents on SharePoint.

• Composes/edits letters and reports, reviews correspondence for accuracy and completeness, prepares presentation outlines, and develops standard or form letters and replies to inquires.

• Schedules appointments, coordinates meetings, and/or schedules conferences for Service Chief and Operations Manager.

Work Schedule: Monday - Friday, 730 a.m. to 4 p.m.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD031910

Relocation/Recruitment Incentives: Not Authorized.

Critical Skills Incentive (CSI): Not Authorized.

Permanent Change of Station (PCS): Not Authorized.

Financial Disclosure Report: Not required.

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job

• Selective Service Registration is required for males born after 12/31/1959

• You may be required to serve a probationary period

• Subject to background/security investigation

• Selected applicants will be required to complete an online onboarding process

• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

• Typing Proficiency: Applicants must type at least 40 words per minute. In addition to answering the questionnaire, you must also self-certify on your application that you currently type 40 words per minute. Failure to indicate this on your application that you possess this typing speed will eliminate you from consideration.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/09/2024.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience includes, but is not limited to, one full year of specialized experience equivalent to the next lower grade level in Federal service (GS-5) with responsibilities close to the work of this position that has given you the particular knowledge, skills and abilities required to independently perform the duties of a Secretary. Specialized experience is experience gained providing secretarial and/or administrative support performing duties such as: preparing in final format memoranda, letters, meeting notes, and other documents; maintaining logs and files; scheduling appointments, coordinating meetings, and preparing travel requests; maintaining calendars and schedules for staff; monitoring, maintaining, and reporting time and attendance for an office; and experience using automated software applications such as Microsoft Office Suite (Word, Excel, Power Point and Access).

You will be rated on the following Competencies for this position:

• Attention to Detail

• Clerical

• Communications

• Computer Skills

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Preferred experience: Experience which required the applicant to have ability to use basic office equipment, complete meeting minutes and agendas, answering and routing calls to queries from medical providers, nursing, staff, fellow employees, and patients . Experience in computer systems and office software systems to retrieve data and report building. Experience in a medical environment specifically in surgical field with basic medical terminology . Knowledge of on-boarding/recruitment requirements of physicians . Experience working with physicians, residents, nursing, and executive leadership teams. Experience including patient interactions inquiring questions and concerns. Experience working in a fast pace medical office as a key support staff member.

Physical Requirements: Incumbent will be bending, reaching and lifting, filing and periodically moving of office furniture when performing daily office functions. Reading from a computer screen for prolonged periods is required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

Generally not applicable; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Additional information

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window

Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.